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Access Rights in Enterprise 10

  • Updated

Access Rights are individual rules that together form an Access Profile. They are used for allowing or denying users from doing the following:

  • Using specific features in Studio, Smart Connection, InDesign, and InCopy.
  • Performing specific tasks on files.

The following shows an overview of all available Access Rights, listed by the group in which they appear on the Profile Maintenance page.

File access

Rules for controlling access to files in a Brand, Issue, Category, or Workflow Status.

ClosedListed in Search Results

Allows a user to view files in the search results of the Smart Connection panel in InDesign or InCopy, or the Document pane in Studio.

Note: The 'Listed in Search Results' and 'Read' access rights can be confusing at first. Normally users have 'Listed in Search Results' and 'Read' access rights if they are allowed to open a file for reading. When only 'Listed in Search Results' is set, users are allowed to see files and their status without having the ability to open those files for reading.

When a placed InCopy file is opened in InCopy, the user not only needs access rights to the InCopy file, but also 'Read' access rights to the InDesign file in order to enable Write to Fit. Here the separation between 'Listed in Search Results' and 'Read' comes in handy: for InCopy users you can set not to have 'Listed in Search Results' access rights, but do grant 'Read' access rights to the InDesign file. This way, InCopy users won’t see the InDesign files in their list but they can open InCopy files and see them on the layout that they are placed on.

Because of this, it is good practice to grant everybody working within a Brand 'Read' access rights to every file in order to make sure that the system can access files if needed. The 'Listed in Search Results' access can subsequently be used to determine which files are shown to the user. Without the 'Listed in Search Results' access, the user does not see a file and thus cannot open the file.
ClosedRead

Allows a user to open a file for reading (see also Download Preview).

Note: The 'Listed in Search Results' and 'Read' access rights can be confusing at first. Normally users have 'Listed in Search Results' and 'Read' access rights if they are allowed to open a file for reading. When only 'Listed in Search Results' is set, users are allowed to see files and their status without having the ability to open those files for reading.

When a placed InCopy file is opened in InCopy, the user not only needs access rights to the InCopy file, but also 'Read' access rights to the InDesign file in order to enable Write to Fit. Here the separation between 'Listed in Search Results' and 'Read' comes in handy: for InCopy users you can set not to have 'Listed in Search Results' access rights, but do grant 'Read' access rights to the InDesign file. This way, InCopy users won’t see the InDesign files in their list but they can open InCopy files and see them on the layout that they are placed on.

Because of this, it is good practice to grant everybody working within a Brand 'Read' access rights to every file in order to make sure that the system can access files if needed. The 'Listed in Search Results' access can subsequently be used to determine which files are shown to the user. Without the 'Listed in Search Results' access, the user does not see a file and thus cannot open the file.
ClosedListed in Publication Overview

Allows a user to view files in the Publication Overview application in Studio.

ClosedOpen for Edit

Allows a user to:

  • Open files for editing 1
  • Take files offline (only available to the user if Take Offline has also been set)

1 In Enterprise Server 10.1 and higher this option allows a user to edit files that are placed as well as files that are not placed. If users should be prevented from editing files that are placed, use the 'Open for Edit (unplaced) option.

ClosedOpen for Edit (unplaced)

Info: This option requires Enterprise Server 10.1 or higher.

Allows a user to open files for editing, but only when the files are not placed on a layout or used in a Publish Form.

Note: When users need to be able to edit files that are placed as well as files that are not placed, use the 'Open for Edit' option.

This option is typically used in a workflow in which an external contributor provides a file such as a Word document and where that contributor should not be allowed to edit the source file once it has been placed.

ClosedWrite

Allows a user to create or save files.

ClosedDelete

Allows a user to move files to the Trash Can in Studio.

ClosedDelete Permanently

Allows a user to delete files permanently from the system by using the Trash Can application in Studio.

ClosedChange Status Forward

Allows a user to send a file to the next status in the workflow.

ClosedChange Status

Allows a user to change the status of the file to the next or previous status in the workflow.

ClosedRestore Version

Enterprise can save intermediate versions of a file. With the Restore Version feature enabled, a user can restore a file to a previous version.

ClosedTake Offline

Allows InDesign and InCopy users to take files offline. This stores the file locally so that the user can work on the file without being connected to Enterprise.

ClosedDownload Preview

Enables the following functionality:

  • Allows a Studio user to download the preview of a file.
  • Allows users of InDesign or InCopy to open a layout or article. (Note that this also requires the Read option to be enabled.)
ClosedDownload Original

Enables the following functionality:

  • Allows a Studio user to download the current version of a file.
  • Ensures that when an image is uploaded, a preview is generated.

Applications

Rules for controlling applications in Studio.

ClosedSearch

Allows the user to browse the content stored in the Enterprise database and running searches on that content.

ClosedPublication Overview

Allows a Studio user to use the Publication Overview application.

ClosedUpload

Allows a Studio user to use the Upload feature, for uploading files to the Enterprise database.

ClosedReporting

Not used in Studio.

ClosedMy Profile

Not used in Studio.

ClosedPlanning

Not used in Studio.

ClosedContent Station - Pro Edition

Allows a Content Station 9 or 10 user to log in to Content Station - Pro Edition.

ClosedSmart Caching

Allows a user to use the Smart Caching feature which automatically downloads a file onto a user's system when the file is routed to that user.

Note: Enabling this Access Right and assigning it as part of an Access Profile to one Brand makes Smart Caching available for use in ALL Brands that the user has access to on that server.

For more information, see:

Text Styles

Rules for controlling the use of paragraph and/or character styles in InDesign, InCopy or Studio.

ClosedApply Paragraph Styles

Allows InDesign and InCopy users to apply paragraph styles.

Allows Studio users to apply paragraph styles using the Styles panel in the Print editor.

ClosedEdit Paragraph Styles

Allows users of InDesign or InCopy to create, duplicate, delete and edit paragraph styles, as well as use the Load Paragraph Styles, Load All Styles and Break Link to Style commands.

ClosedApply Character Styles

Allows InDesign and InCopy users to apply character styles.

Allows Studio users to apply character styles using the Styles panel in the Print editor.

ClosedEdit Character Styles

Allows InDesign or InCopy User to create, duplicate, delete and edit character styles, as well as use the Load Character Styles, Load All Styles and Break Link to Style commands.

Typography

Rules for controlling the use of typography options to a section of text in InDesign, InCopy or Studio.

ClosedApply Paragraph Formatting

Allows InDesign and InCopy users to use the Paragraph panel.

Allows Studio users to use the Styles panel in the Print editor:

ClosedSelect Font Family

Allows users of InDesign or InCopy to change the font family.

ClosedSet Font Style

Allows users of InDesign, InCopy, or Studio to set a font style such as bold or italic.

ClosedSet Basic Formats

Allows users of InDesign, InCopy, or Studio to apply basic formatting: underline, strikethrough, all caps, small caps, superscript, subscript, bold or italic.

ClosedSet Advanced Formats

Allows users of InDesign or InCopy to set features such as type size, kerning, leading, as well as use all Story and all Character panel options not covered in the other typography features.

ClosedComposition

Allows users of InDesign or InCopy to set preferences that influence composition: advanced type, character settings, grids, and text wrap.

Track Changes

Rules for controlling the use of the track change features in Studio, InDesign, and InCopy.

ClosedForce Track Changes

When enabled, the Track Changes functionality will be turned on when the article is opened; it cannot be turned off by the user.

When disabled, the state when the article was checked-in is used.

ClosedTurn On/Off Track Changes

When enabled, all Track Changes features can be used.

When disabled, none of the features can be used, with the exception of navigating between changes and viewing/hiding the Track Changes.

Linguistic

Rules for controlling the use of the dictionary in InDesign or InCopy.

ClosedChange Language/Dictionary

Allows a user to change to a different language or dictionary.

ClosedEdit Dictionary

Allows a user to edit the InDesign or InCopy dictionary.

Content Station

Rules for controlling Content Station functionality.

ClosedAdd/Remove Text Component

Allows the user to add or remove article components when editing an article in Content Station 9 (using the HTML editor or Multi-Channel Text Editor), in Content Station 10, or in the Print editor of Content Station 11 (Aurora).

ClosedInsert Inline Image

Allows the user to insert an inline image when editing an article in Content Station 9 (using the HTML editor or Multi-Channel Text Editor).

InCopy Geometry

For controlling the resizing of text frames in InCopy.

ClosedResize Text Frames per Line

Allows a user to resize text frame depth by adding or removing lines to/from a text frame using the Resize TextFrame toolbar.

ClosedResize Text Frames per Coordinates

Allows a user to resize text frames using measurement values set in the Resize TextFrame toolbar.

Color

Rules for using colors.

ClosedApply Swatches

Allows an InDesign or InCopy user to apply swatches from the Swatches panel, and Studio to set the text color or apply text highlighting.

ClosedEdit Swatches

Allows an InDesign or InCopy user to create, duplicate, delete and edit swatches.

Workflow

Rules for controlling the use of certain workflow actions.

ClosedAdd image to article

Allows an InCopy user to place or edit images.

ClosedPublish

Allows a Content Station 9 user to publish, unpublish and update published files in a Dossier.

ClosedCreate Tasks

Allows a Studio user to create Tasks.

ClosedAllow Multiple Article Placements

Allows an InDesign user to place articles multiple times or to use the Smart Jump feature.

ClosedChange Edition

Allows an InDesign or InCopy user to change Editions in a workflow dialog box such as the Check-in dialog box.

Allows an InDesign user to change Editions in the Editions panel in InDesign. (Requires Smart Connection 14.2.4 for InDesign CC 2019 or any higher version of Smart Connection 14; for other versions, users can change Editions in the Editions panel regardless of how this Access Right is set.)

ClosedCreate Dossiers

Allows users of InDesign, InCopy, or Studio to create Dossiers.

ClosedCreate Article from Layer

Allows an InDesign user to create a new article containing all text frames of an active layer.

ClosedCreate Article from Document

Allows an InDesign user to create a new article containing all text frames in the document.

ClosedAbort Checkout
  • Allows users of InDesign, InCopy, or Studio to unlock a checked-out file that cannot be checked-in.
  • Allows users of Studio to unlock a checked-out file of another user that cannot be checked-in (requires that user to have admin rights).

Examples: Typical scenarios are:

  • A file that is required for processing is checked-out by a user who cannot be contacted to check-in the file.
  • A checked-out file cannot be recovered after an InDesign or InCopy crash.

When the Access Right is enabled:

  • Users can right-click a file and choose Abort Checkout.

When the Access Right is disabled:

  • The 'Abort Checkout' command is removed from the context menu of a file.

Notes:

  • For files that are checked-out by another user: any changes that the user has made but has not yet saved to Enterprise are lost.
  • This Access Right does not apply to abort checking-out opened files such as by choosing Smart Connection > Abort Checkout in InDesign or InCopy.
ClosedChange Restricted Properties

Allows user to change a custom metadata property.

ClosedChange Brand/Issue/Category

Allows users to change the Brand, Issue and Category properties of a file.

ClosedCreate Digital article templates

Info: This group is only visible when the Studio Server plug-in is enabled.

Allows a Studio user to create and edit Digital article templates.

Configuration

Rules for controlling certain configuration options of InDesign or InCopy.

ClosedEdit Tags and Element Labels

Allows an InDesign user to edit tags and Element labels in the Element Labels preferences.

ClosedModify Keyboard Shortcuts

Allows an InDesign or InCopy user to create and modify keyboard shortcuts.

ClosedEdit Text Macros

Allows an InCopy user to create and edit text macros.

ClosedAdvanced Elements Panel

Allows an InDesign user to use the advanced features of the Elements panel:

  • Dragging components between panes
  • Drag & drop components inside the panel
  • Checking-in or checking-out all articles
  • Creating new articles from unassigned components

Annotations

Rules for controlling the use of Sticky Notes.

ClosedCreate and Reply To Sticky Notes

Allows a user of InDesign or Studio to create Sticky Notes or reply to Sticky Notes.

ClosedView Sticky Notes

Allows a user of InDesign or Studio user to view Sticky Notes.

ClosedDelete Sticky Notes

Allows a user of InDesign or Studio user to delete Sticky Notes.

Digital Styling

Info: This group is only visible when the Studio Server plug-in is enabled.

Rules for controlling styling in the Digital editor of Content Station.

ClosedLocal style overrides

Allows a user to apply styling to text or clear styling from text by using the editing tools that appear when text is selected or by using the options in the Properties panel for a component.

Tip: Disable this option when pure channel-neutral articles need to be created and users should be prevented from applying local styling.

This affects the following styling:

  • Editing tools:
  • Drop shadow
  • Font size
  • Font color

Note: Bold, italic, strikethrough, underlined, uppercase and lower case are always allowed to be applied or cleared because these styles are used to for example emphasize text.

  • Component properties:
  • Character spacing
  • Line spacing
  • Drop cap
  • Text alignment
ClosedManage Styles

Allows a user to create a new Style or edit an existing Style. For more information, see Styling a Story by using Styles.

Document history

  • 14 June 2022: Updated sections 'Text Styles' and 'Typography' by making the difference between InDesign & InCopy and Studio.
  • 14 June 2022: Updated sections 'Text Styles' and 'Typography' by making it cleared which parts of Studio are affected.

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1 comment

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  • Permanently deleted user

    Good to mention that 'Write' access also applies on changing meta data. 

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